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Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)In case of emergencies while on travel status, the traveler should first contact emergency responders at theirlocation. The traveler’s appropriate administrator and Office of University Risk Management (ext. 4937) should beinformed as soon as possible.Spouse or registered domestic partner travelSpouse or registered domestic partner travel expenses may not be charged to university funds. Contract and grantfunds may only be used to reimburse spouse or registered domestic partner travel if the special provisions of thecontract or grant are satisfied. Non-state funds may be used.The travel expenses of a spouse or registered domestic partner who accompanies a University business traveler(e.g., President, Provost, Vice Presidents, or other employees as approved by the President) are reimbursableunder these procedures, provided it can be established that the significant other's presence serves a bona fideUniversity business purpose.Under IRS regulations, the travel expenses of a spouse or registered domestic partner are not taxable, provided itcan be established that his/her presence serves a bona fide business purpose. A spouse or registered domesticpartner who attends a function is considered to have a business purpose if he or she has a significant role in theproceedings or makes an important contribution to the success of an event.If a spouse or registered domestic partner has no significant role in the proceedings, or performs only incidentalduties of a social or clerical nature, attendance does not constitute a bona fide business purpose. Such expensesare taxable to the employee and therefore may not be reimbursed under this policy.Faculty members on sabbatical leaveTravel expenses incurred by faculty members on sabbatical leave are reimbursable if the travel is undertaken toperform study or research that cannot be done elsewhere. At the discretion of the department, a faculty membermay be reimbursed for additional lodging expenses incurred at the sabbatical location, less any income receivedby the individual for renting out his/her primary residence.Sabbatical travel expenses are not reimbursable if the travel is for a personal, recreational, or educationalpurpose that has no direct relationship to the individual's area of study.A faculty member who is on sabbatical leave of less than one year is considered to be temporarily away fromhome and therefore may be reimbursed for reasonable travel expenses incurred at the temporary location,including meals and lodging. For more information on temporary travel refer to Sections XI. Travel within theContiguous United States ‐ 30 Days or More; XII. Travel to Alaska, Hawaii or the U.S. Possessions and XIII.International Travel for guidance regarding lodging outside the contiguous United States.Any sabbatical travel expenses allocable to a spouse or dependent(s) are considered taxable; accordingly,such expenses may not be reimbursed. See Section VII.B.7. Spouse or Registered Domestic Partner Travel.Post-DoctoratesPage 7 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)Post‐Doctoral fellows, if employed by the university, may be reimbursed for travel expenses if there is aUniversity business‐related reason for the travel, e.g., the individual is required to present a paper, deliver aspeech or lecture, serve on a panel, etc., as an official representative of the University.The department should substantiate the University business purpose on the Travel Expense Claim or provideother documentation, such as a copy of the meeting/conference program. Travel funded under a scholarship orfellowship is subject to IRS reporting as set forth in Internal Revenue Code and Regulations: Section 117,Qualified Scholarships and Sections 162, Trade or Business Expenses. Refer to IRS Publication 970: Tax Benefitsfor Education.Such individuals may also be reimbursed for travel related to their training, e.g., to visit a field site or anoff‐ campus laboratory. The department must certify that the travel directly supports faculty research orother scholarly programs.Student Travel – CSUF studentRefer to the Student Travel Policy and Travel/StudentTravel.php CSUF student employee traveling on official University business related to their jobCSUF student employee traveling on official University business NOT related to their job or approvedinternational travel (including travel to U.S. Possessions)CSUF student (currently not employed by the University) traveling on official University business orapproved international travel (including travel to U.S. Possessions)Page 8 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)REQUIREMENTS TO DRIVE ON UNIVERSITY BUSINESSPrivate VehicleBe 18 years of age or older, must have a valid California or other State driver’s license, and have notbeen issued more than three moving violations or have been responsible for more than three accidents(or any combination or more than three thereof) during the past twelve-month period. The driver and allpassengers in any vehicle driven on University business must wear a seat belt and all accidents must be reportedto University Police or the Office of University Risk Management within 48 hours.Submit an original completed AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENTOF MOTOR VEHICLES (INF 254 – Request for Driver’s License Information) to University Police, UTHORIZATION TO USE PRIVATELY OWNED VEHICLES ON STATE BUSINESS (STD 261) is only required ifdriving a private vehicle on University business. The original STD 261 form is retained with the departmentsupervisor and must be renewed every fiscal year (July 1st to June 30th). If driver’s license expiration date on STD261 form has expired, must write the current expiration date on form.https://adminfin.fullerton.edu/finance/ap tateBusiness.pdfThe University on-line Defensive Driver Training must be completed once every four years. Contact theEmployee Center employeetrainingcenter@fullerton.edu or ext. 2064 if any questions on how to log on.Private Vehicle – Liability Insurance CoverageAn employee who regularly uses a private vehicle on University business is required to have and provideupon request satisfactory evidence of liability insurance coverage. Regular use is defined as more thanfour trips per calendar month.When private vehicles are used on University business, the appropriate campus officials are responsible forrequiring that employees have adequate liability insurance coverage.The minimum prescribed liability insurance coverage is as follows: 15,000 for personal injury to, or death of, one person; 30,000 for injury to, or death of, two or more persons in one accident; and 5,000 for property damage.Page 9 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)When a privately owned vehicle operated by an employee is damaged by collision or receives otheraccidental damage, reasonable reimbursement for repairs incurred by the employee shall be allowed underthe following conditions: The damage occurred while the vehicle was being used on official state business with theauthorization of the employing University. The vehicle was damaged through no fault of the employee. The amount claimed is an actual loss to the employee, which is not recoverable either directlyfrom or through the insurance coverage of any of the parties involved in the accident. The amount of the loss claimed does not result from a decision of an employee not to maintaincollision coverage. The claim is processed in accordance with prescribed procedures.University VehicleBe 18 years of age or older, must have a valid California or other State driver’s license, and have notbeen issued more than three moving violations or have been responsible for more than three accidents(or any combination or more than three thereof) during the past twelve month period. The driver and allpassengers in any vehicle driven on University business must wear a seat belt and all accidents must be reportedto University Police or the Office of University Risk Management within 48 hours.Submit an original completed AUTHORIZATION TO OBTAIN DRIVING RECORDS FROM THE DEPARTMENTOF MOTOR VEHICLES (INF 254 – Request for Driver’s License Information) to s.pdfThe University on-line Defensive Driver Training must be completed once every four years. Contact theEmployee Center employeetrainingcenter@fullerton.edu or ext. 2064 if any questions on how to log on.Questions about the driving requirements : contac t the Office of University Risk Management onext. 7346.Page 10 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)RESPONSIBILITIES – Traveler, Approving Authority, and TravelOperationsTraveler ResponsibilityIndividuals traveling on official University business must familiarize themselves with and adhere to the CSU TravelPolicy and these procedures. Travelers must ensure they have documented authorization to travel prior toembarking on the trip and/or prior to making non-cancellable travel arrangements.Travelers should make certain that the business related expenses they incur are ordinary, reasonable, notextravagant, and necessary for the purpose of the trip.The person due the reimbursement for travel costs incurred is responsible for:a.b.c.Submitting travel claims within 60 days from the return of the tripProviding the business purpose and inclusive dates of each tripCertifying he/she:oReceived authorization to traveloTraveled on official businessoActually spent the amount for listed expensesoHas verified that the amount due is accurateoHas not and will not seek reimbursement for (1) a duplicate claim or (2) from any other sourceIn the event that an employee received reimbursement for travel related expenses and subsequently receives a fullor partial refund related to those expenses, the refunded amount must be returned to the University within 30 daysof receipt.Approving Authority ResponsibilitiesThe approving authority designated to approve travel claims ensures all expenses are reasonable in terms of price,purpose, and necessity.The approving authority is responsible for:a.b.c.d.e.f.Ensuring expenses charged to his/her accounts are supported by sufficient funds and ensuringappropriateness of use of fundsEnsuring expenses requested are ordinary, reasonable, not extravagant, necessary, and supported by abusiness purpose or justification, as appropriateValidating, to the extent possible, that the expenses listed were actually incurred by the employee andthat appropriate supporting documentation is attachedReviewing and approving the business purpose and ensuring the request is in compliance with anyapplicable sponsored project/grant requirementsApproving/denying payment of the travel claim in a timely mannerDenying expenses not directly related to official University businessPage 11 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)Travel OperationsTravel Operations will perform the following functions:a. Review/audit for compliance with policyb. Verify appropriate approverc. Ensure appropriate documentation is submittedPage 12 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)BUSINESS TRAVEL AND PREPAYMENT REQUESTPreparing the Business and Prepayment RequestDocument Number and Revision Document Number (LEAVE BLANK unless this is a Revision and a document number was assigned – TRxxxxxx) If Revision, Check Here (check the box if this is a revised Travel Request)Traveler’s Information Select one:Faculty / Staff (traveler must be currently employed by CSU Fullerton – state employee)Student Employee (job related)Student Employee (non-job related)Student Traveler’s Name Traveler’s Title Department Name Department ID Traveler’s CWID (Campus Wide ID number) Preparer’s Name Preparer’s Phone No. Preparer’s EmailBusiness Trip Details and Prepayment RequestUniversity Business Purpose of Trip The business purpose of trip for all travel dates is requiredTrip Destination (city/state or city/country) Trip destination is required (the name of the city and state or the name of the city and country)Trip Dates (departure date and return date) The departure date and return date of the trip are requiredIs any portion of this travel personal? (Personal travel combined with international business travel may besubject to tax) Select one:YesNoQuestions regarding the taxability of personal travel combined with international business travel, contact theUniversity Tax Compliance Manager at (657) 278-5671.Page 13 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC) Taxability of personal travel combined with international business travelAn international trip occurring after August 26, 2016 is considered entirely for business if at least one ofthe following four exceptions is met:oThe employee does not have substantial control over arranging the tripoTravel outside of the U.S., combining business and personal time, is for a week or lessoLess than 25% of total time is spent on personal activitiesoVacation is not a major consideration in planning the tripList Date(s) and location of personal travel All personal days and locations of trip are requiredForeign Travel (Submit travel request 4 – 6 weeks prior to departure date):Have you obtained the required foreign travel liability insurance from the Office of University Risk Management? Select one:YesNoIf no, contact: Office of University Risk Management at (657) 278-7346. If country is deemed high hazard; travelwill require Chancellor’s Office approval. Office of University Risk Management will notify department.Check the Appropriate Box University Procurement Card (P-card)oIf a Procurement Card will be used for travel, check the boxoTravel document number is required prior to charging travel expenses to a Procurement Card Travel Prepayment (registration fee) CSU Cash Posting Request (registration fee)oPer the Chancellor’s Office, we no longer issue checks for registration fees to the campusesoThe CSU campus holding the event and collecting the registration fees should prepare and submitthe CSU Cash Posting Order Request Form to the Chancellor’s OfficeoCheck the box CSU Cash Posting RequestTravel Prepayment for Registration Fee (Payable to vendor on the registration form / Attac hcopy of the registration f orm): Payable To (name of the vendor): Amount Required DateA copy of the registration form with the required information (payee, remit address, phone number andamount) must be attached to the Travel Request.If the vendor does not accept credit cards and/or the vendor is not another CSU campus, a travel prepayment maybe requested for the registration fees, fee for an exhibitor table at an event or cost to purchase a table at an event.For only faculty, staff or student employee (job related), may also include the membership fee if traveling to aconference. An approved Membership Justification Form is not required.If vendor is not set up in the Accounts Payable system, a completed 204 Form is required.Page 14 of 37Revised 01/2022

Travel OperationsCollege Park 300Email: travel@fullerton.eduTravel Policy and ProceduresBusiness Travel and Prepayment Request (TR)Travel Expense Claim (TEC)Department ID and Amount to Be ChargedFill in the required fields and amount(s) for State Funds, CSUF ASC Funds, CSFPF Funds, or IRA Funds (ASI)If no expenses will be incurred, fill in

Submit approved CSUF Travel Request (state funded, multiple source funded or zero dollars) and required documentation (e.g., Detail Summary of Travel Expenses form, copy of registration form, student travel forms, etc.) to Travel Operations, CP-300 prior to the travel dates.